Remote Work Tools to Level Up Your Team

Remote work is a crucial aspect for many teams today. And if you want yours to remain sharp and productive, you need to equip them with the right remote work tools. So, how do you ensure they have the best setup? Let’s explore the tools that keep your team connected, engaged, and operating at their best.

Top List of Remote Work Tools

1. Communication Tools

We’ve all been there. You send a message that’s super clear in your head, but somehow gets interpreted by your team as “let’s do everything wrong.” Remote work amplifies communication struggles—because when you’re not in the same room, small misunderstandings can blow up.

Slack, MS Teams, or Discord?

Everyone and their grandmother knows about Slack. But your teams really using it properly? Most teams treat Slack like a never-ending text message thread, which is a mistake. You need clear channels, proper integrations, and boundaries (we’ll get to this in a second).

• Slack: If you want all your tools to talk to each other, Slack is your guy. But you gotta use it right. Organize channels by project, have a channel for random conversations (people still need to blow off steam, even remotely), and encourage people to use threads (for the love of all things digital, please use threads).

• MS Teams: If you’re deep in the Microsoft ecosystem, Teams is a no-brainer. It’s like Slack with more structure and better video conferencing.
• Discord: Yeah, it’s for gamers, but some teams are finding that Discord’s audio channels work better for quick, fluid conversations. Think of it like having a virtual “open door.”

Other tips for using communication tools:

• Make sure your team isn’t buried in pings every five seconds.
• Train them to use the “Do Not Disturb” function when they’re deep into work.
• Establish norms about response times—no one needs to answer a Slack message in less than 2 seconds unless it’s life or death. (Pro tip: It’s never life or death.)

The key takeaway here: Communication tools are only as good as how you set them up.

2. Project Management Tools

Now that communication is flowing, you need a way to keep track of what everyone is actually doing. No one likes being micromanaged, but remote work does demand visibility. And no, we don’t mean turning on webcams to make sure people are sitting at their desks—we mean keeping track of tasks, progress, and due dates in a way that doesn’t require constant check-ins.

Trello, Asana, or Monday.com?

Pick your poison. These are the top dogs in project management and task management, and they all have their pros and cons. The key is figuring out which one fits your team’s personality.

• Trello: If your team is visual and loves dragging cards around, Trello is the simplest and most flexible option. You can build it out with power-ups (hello, Slack integration), but it’s still lightweight.

• Asana: A little more structure than Trello, and better for teams that need to track dependencies and milestones. Asana’s timeline and calendar views help everyone know where they are in the project without being micromanaged.
• Monday.com: It’s like Asana’s flashy cousin—super customizable with all the bells and whistles. If you’ve got a complex project or a team that needs a ton of detail, Monday’s your ticket.

Whatever tool you use, make it work for you, not the other way around. Notifications for upcoming deadlines, auto-updates when a task moves stages, etc. Save your brain for the important stuff.

3. Video Conferencing

You knew this was coming—video calls. Let’s be real, they can suck the soul out of you if they’re overused. But for brainstorming, onboarding, or team-building? Video conferencing is still the next best thing to being there in person.

Zoom, Google Meet, or Teams?

• Zoom: The most reliable video quality and breakout rooms that actually work. The downside? It’s a bit clunky with all the settings and options (why is it so hard to share a screen sometimes?). But if you’re looking for solid reliability, Zoom’s it.

• Google Meet: It’s free (if you’re already using Google Workspace), and it’s integrated with Google Calendar, making it a no-brainer for scheduling. But the video quality can be hit or miss.
• Microsoft Teams: We mentioned this above, but Teams’ video conferencing is solid, especially if your company already uses Microsoft products. It’s seamless with everything else.

Big tip here: Keep video meetings short and sweet. No one wants a 90-minute brainstorm when it could’ve been an email. And for the love of your team's sanity, institute a no-meeting day. Give them time to work without interruptions, and they’ll thank you with actual productivity.

4. Collaboration Tools

When your team isn’t physically together, real-time collaboration tools are a game-changer. You don’t want to be emailing versions of a document back and forth. Get everyone working on the same page—literally.

Google Workspace, Office 365, or Notion?

Choose the collaboration tool that fits your workflow and then use it like a boss.

• Google Workspace: Google Docs, Sheets, and Slides are super easy for live editing, comments, and suggestions. Real-time collaboration of shared files is seamless, and everyone knows how to use it.
• Office 365: Microsoft’s answer to Google Workspace. It’s more powerful for Excel junkies (you know who you are), and it’s integrated with Teams and Outlook.
• Notion: If you want something a little less mainstream, Notion’s a game-changer. It’s a wiki, a note-taking app, a project management tool—all rolled into one. Perfect for teams who want to centralize everything in one clean, easy-to-navigate space.

Don’t forget: Teach your team members to actually collaborate. Comment on each other’s work, suggest changes, and build ideas together. Stop treating these tools like glorified Word docs and start using the features that make them great.

5. Digital Adoption Platforms

Digital Adoption Platforms (DAPs) are designed to help users navigate new software with ease. They provide in-app guidance through walkthroughs, help tips, searchable knowledge base articles, videos, and more. Here are some popular DAP options to consider:

VisualSP, WalkMe, or Whatfix?

• VisualSP: VisualSP is an affordable Digital Adoption Platform that offers a library of pre-built content for popular remote tools, making onboarding smooth. Plus, it has a free base package, so you can dive in without any commitment.

• WalkMe: Known for its interactive walkthroughs, WalkMe helps users tackle complex software with ease. It’s effective but can get pricey for smaller teams.
• Whatfix: Whatfix provides real-time assistance and customizable guidance, ensuring users get the help they need right when they need it. It might take a bit more time to set up compared to VisualSP.

Tip: Integrating a DAP can simplify the learning process for new tools, ultimately boosting your team's productivity. Encourage them to explore the tutorials and resources available to make the most out of what you have.

6. Time Management & Productivity Tools

When you work remotely, there’s no one to side-eye you for taking that extra-long lunch or scrolling Twitter for “just a minute.” You need tools to help your team stay focused without feeling like Big Brother is watching.

Toggl, RescueTime, or Clockify?

Time-tracking can be a touchy subject. No one wants to feel like they’re being spied on, but tracking time can help identify where a user's day goes off the rails.

• Toggl: Simple, user-friendly, and integrates with pretty much everything. Toggl is great for teams who need to log billable hours or track how long projects take without feeling like they’re clocking in at a factory.

• RescueTime: RescueTime is more about productivity insights. It tracks how users spend their time (yes, even the hours wasted on social media), and gives them a clear picture of where they could be more efficient.
• Clockify: Similar to Toggl but with more robust reporting features. If you’re managing freelancers or a remote team across different time zones, Clockify’s a great choice.

Tip: Introduce the Pomodoro technique (25 minutes of work, 5-minute break) into your team’s workflow. It’s a game-changer for remote work productivity.

7. File Sharing and Storage

There’s nothing more infuriating than not being able to find a file when you need it. In the remote world, having a reliable file-sharing tool is non-negotiable. You want secure, fast, and organized file access.

Google Drive, Dropbox, or OneDrive?

Pick one and stick to it. The worst thing you can do is have files scattered across different platforms. Here are some options to consider:

• Google Drive: Easy, free (with limitations), and integrates with all the Google apps.
• Dropbox: Dropbox provides more storage space, is better for larger files, and offers stronger collaboration features than you’d expect.
• OneDrive: If you’re already on Office 365, OneDrive is a no-brainer. It’s fully integrated with everything in the Microsoft ecosystem.

Tip: The key here is folder structure. Make sure everyone knows how to organize files so you’re not constantly hunting for the latest version. And use the share settings wisely—don’t accidentally give the intern access to your top-secret business plan.

8. Mind Mapping & Brainstorming Tools

When you're brainstorming ideas or tackling complex projects, it’s easy for thoughts to get tangled. Mind mapping and brainstorming tools help keep everyone on the same page—literally.

Miro, MindMeister, or Lucidspark?

These tools can elevate your brainstorming sessions and make collaboration more dynamic.

• Miro: Miro is a digital whiteboard that allows teams to collaborate in real time. It’s perfect for visual thinkers and can be used for everything from brainstorming sessions to project planning.

• MindMeister: MindMeister is a dedicated mind-mapping tool that helps your team visually organize thoughts and ideas. Great for strategic planning and simplifying complex topics.
• Lucidspark: Lucidspark is a collaborative virtual whiteboard that’s great for brainstorming and capturing ideas. It’s particularly useful for teams that need to organize thoughts visually.

Pro tip: Encourage your team to use these tools during meetings to map out ideas in real time. It’s way more engaging than staring at a PowerPoint, and you’ll walk away with clearer action items.

9. Employee Engagement & Feedback Tools

Keeping your team engaged in a remote environment can be tricky, and regular feedback is key to maintaining morale and productivity.

VisualSP, Officevibe, or TINYpulse?

These tools can help you measure engagement and gather valuable feedback from your team.

• VisualSP: VisualSP is a Digital Adoption Platform that offers pulse surveys and feedback tools to keep your finger on the pulse of employee sentiment. You can address issues before they snowball. As an added bonus, this tool also gives users in-app guidance and communication. Plus, you can access this with their free base package.

• TINYpulse: TINYpulse provides a way for employees to give anonymous feedback, helping you uncover insights into team dynamics and areas for improvement.
• 15Five: 15Five is a performance management tool that encourages regular check-ins and feedback loops. It’s excellent for maintaining a continuous dialogue about goals and performance.

Tip: Regularly scheduled feedback sessions can make a world of difference in keeping your team engaged. Plus, it shows you care about their opinions and well-being.

10. Wellness & Mental Health Tools

Remote work can lead to burnout if not managed well. Wellness tools can help your team maintain a healthy work-life balance.

Headspace, Calm, or LifeDojo?

These tools promote mindfulness and well-being, which are essential for productivity.

• Headspace: Headspace offers guided meditation and mindfulness practices, helping your team reduce stress and improve focus.
• Calm: Similar to Headspace, Calm focuses on meditation but also offers sleep stories and relaxation techniques, making it a great resource for winding down after a busy day.
• LifeDojo: LifeDojo is a wellness platform that provides personalized programs focusing on nutrition, stress management, and healthy habits. Perfect for fostering a healthier lifestyle in your remote team.

Tip: Encourage your team to take regular breaks for mental health, and consider scheduling wellness sessions or challenges to promote healthy habits.

11. Cybersecurity Tools

With remote work, security becomes a bigger concern. You need to protect your data and your team.

LastPass, 1Password, or NordVPN?

These tools help secure your team’s online activities and keep sensitive information safe.

• LastPass: LastPass is a password manager that helps your team store and manage passwords securely. No more “forgot password” chaos.
• 1Password: 1Password is similar to LastPass, but with a user-friendly interface and added features like secure document storage.
• NordVPN: NordVPN secures internet connections and is especially useful when team members are using public Wi-Fi.

Tip: Conduct regular cybersecurity training to keep everyone informed about best practices. It’s an investment in your team’s safety and your company’s integrity.

12. Virtual Team Building Tools

Let’s not forget the importance of building camaraderie in a remote team.

Donut or Gather?

These tools can help your team bond, even from a distance.

• Donut: Donut integrates with Slack to randomly pair team members for virtual coffee chats. A fun way to encourage casual conversations and connections.
• Gather: Gather is a virtual space that allows your team to interact in a more immersive way. Think of it as a combination of video conferencing and a video game—where you can walk around and chat with colleagues.

Pro tip: Schedule regular team-building activities to break the monotony of remote work and strengthen relationships.

Final Tips for Implementing Remote Work Tools

Getting the right remote work tools is just the first step. To make sure remote workers truly benefit from them, here are some final tips for a smooth implementation:

• Involve Your Team: Before rolling out any tools, get input from your team. What do they need? What challenges are they facing? Their feedback will help you choose tools that fit their workflows.
• Set Clear Expectations: Clearly communicate how you expect these tools to be used. Provide guidelines on response times, communication norms, and best practices to help everyone stay on the same page.
• Provide Training: Don’t just hand over the tools and hope for the best. Offer training sessions and resources to help your team get the most out of them. Whether it’s a quick video or a detailed guide, make sure everyone knows how to use the tools effectively.
• Encourage Exploration: Give your team some time to play around with the tools. Encourage them to explore features, integrations, and shortcuts. The more familiar they become, the more productive they’ll be.
• Regularly Review and Adjust: As your team grows and evolves, so should your tools. Regularly review what’s working and what isn’t. Be open to feedback and willing to make changes as needed.
• Promote a Balanced Approach: While tools can enhance productivity, remind your team to maintain a healthy work-life balance. Schedule breaks, no-meeting days, and encourage downtime to prevent burnout.

By taking these steps, you’ll not only ensure a smoother implementation of remote work tools but also foster a more engaged and productive team. Happy working!